Privacy Policy & Terms

Privacy Policy

Effective Date: January 1, 2024

At Crimson Flare Vion Fitness, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our facility or use our services.

Our Commitment

We respect your privacy and are committed to protecting your personal data. This policy will inform you about how we handle your personal information, your privacy rights, and how the law protects you in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Data Collection & Use

Information We Collect

• Personal Identification: Name, date of birth, address, email, phone number
• Health Information: Medical conditions, injuries, fitness assessments, emergency contacts
• Financial Data: Payment information, billing address, membership plan details
• Usage Data: Class attendance, facility access times, personal training sessions
• Technical Data: IP address, browser type, device information when using our website
• Communications: Email correspondence, feedback, and support requests

How We Use Your Information

• To provide and manage your membership and access to facilities
• To process payments and maintain billing records
• To ensure your safety and provide appropriate training programs
• To communicate about classes, schedules, and facility updates
• To improve our services and customer experience
• To comply with legal obligations and protect our legal rights
• To send promotional materials (with your consent)

Membership Terms & Conditions

Membership Agreement

By registering for membership at Crimson Flare Vion Fitness, you agree to the following terms and conditions:

1. Membership Eligibility

• Members must be at least 16 years of age (13+ for Youth Combat Sports Programs with parental consent)
• All members must complete a health screening questionnaire
• Medical clearance may be required for certain health conditions
• Members must comply with all facility rules and code of conduct

2. Membership Fees & Billing

• Membership fees are payable in advance on a monthly, quarterly, or annual basis
• Automatic billing will occur on the same day each billing period
• Failed payments may result in suspension of membership privileges
• A late payment fee of $25 CAD will be charged for overdue accounts
• All fees are in Canadian Dollars (CAD) and subject to applicable taxes

3. Membership Privileges

• Access to facility during operational hours based on membership type
• Use of equipment and participation in included classes
• Access to locker rooms and shower facilities
• Membership cards are non-transferable
• Guest privileges subject to facility policies

4. Freeze & Hold Policy

• Memberships may be frozen for a minimum of 30 days up to a maximum of 90 days per year
• A freeze fee of $15 CAD per month applies
• Medical freezes require documentation and may exceed 90 days
• Minimum 7 days notice required before freeze start date

Liability Waiver & Assumption of Risk

Acknowledgment of Risk

By participating in activities at Crimson Flare Vion Fitness, you acknowledge and agree that:

• Combat sports, CrossFit, and high-intensity training carry inherent risks including but not limited to: sprains, strains, fractures, concussions, and other bodily injuries
• You are voluntarily participating in these activities with knowledge of the potential dangers
• You assume full responsibility for any and all injuries or damages which may result from participation
• You are physically capable of participating in the activities and have no medical conditions that would prevent safe participation
• You will follow all safety instructions provided by trainers and staff

Release and Waiver of Liability

To the fullest extent permitted by law, you hereby release, waive, discharge, and covenant not to sue Crimson Flare Vion Fitness, its owners, employees, trainers, and agents from any and all liability for:

• Personal injury, death, or property damage resulting from your participation
• Injuries caused by the negligence of the facility or its staff
• Injuries resulting from the use of equipment or facilities
• Injuries sustained during sparring or contact training exercises

Medical Emergency Authorization

In the event of a medical emergency, you authorize Crimson Flare Vion Fitness to:

• Provide or arrange for first aid or emergency medical treatment
• Transport you to a medical facility if necessary
• Contact your emergency contact person
• Share relevant health information with medical professionals

Insurance

Members are strongly encouraged to maintain adequate health and accident insurance. Crimson Flare Vion Fitness does not provide health insurance coverage for member injuries.

Cancellation & Refund Policy

Membership Cancellation

• Notice Period: 30 days written notice required for all membership cancellations
• How to Cancel: Submit cancellation request in person, via email to info@crimsonflarevion.info, or through registered mail
• Minimum Commitment: Monthly memberships have no minimum term; annual memberships require full term or buyout fee
• Final Billing: You will be billed for the 30-day notice period regardless of facility usage
• No Refunds: Membership fees are non-refundable except as required by law

Class & Session Cancellation

• Personal Training: 24 hours notice required to cancel or reschedule; late cancellations forfeit the session
• Group Classes: Cancel up to 3 hours before class start time through our booking system
• Package Sessions: Unused sessions expire after 6 months from purchase date
• Special Programs: Competition prep and specialized programs may have separate cancellation terms

Facility Closure

In the event of temporary facility closure due to emergencies, maintenance, or unforeseen circumstances:

• Members will be notified as soon as possible
• Membership will be extended by the number of closure days
• Online training alternatives may be provided when possible
• No refunds will be issued for temporary closures under 7 days

Refund Exceptions

Refunds may be issued in the following circumstances:

• Medical conditions preventing continued participation (requires doctor's note)
• Relocation beyond 50km from facility (requires proof of address change)
• Facility permanently closing or unable to provide services
• Pro-rated refunds based on unused time, minus administrative fee of $50 CAD

Code of Conduct & Facility Rules

Member Conduct

All members are expected to:

• Treat staff, trainers, and fellow members with respect and courtesy
• Follow all safety guidelines and trainer instructions
• Use appropriate language and maintain a positive training environment
• Respect personal boundaries and obtain consent before sparring or partner work
• Report any unsafe conditions or equipment to staff immediately
• Maintain personal hygiene and wear appropriate athletic attire

Prohibited Behavior

The following behaviors are strictly prohibited and may result in immediate membership termination:

• Harassment, discrimination, bullying, or intimidation of any kind
• Violent or aggressive behavior outside of supervised training
• Use of prohibited substances or being under the influence of drugs/alcohol
• Theft or damage to facility property or member belongings
• Unauthorized photography or video recording of members
• Excessive noise or disruptive behavior
• Solicitation or commercial activity without prior approval

Equipment & Facility Use

• Wipe down equipment after use
• Return all equipment to designated storage areas
• Use equipment only for its intended purpose
• Report damaged or malfunctioning equipment immediately
• Do not reserve or monopolize equipment during peak hours
• Proper footwear required; no street shoes on mats

Disciplinary Actions

Violations of facility rules may result in:

• First Offense: Verbal warning and documentation
• Second Offense: Written warning and potential temporary suspension
• Third Offense: Membership termination without refund
• Serious Violations: Immediate termination and potential legal action

Data Protection & Privacy Rights

PIPEDA Compliance

Crimson Flare Vion Fitness complies with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). We adhere to the following principles:

• Accountability: We are responsible for personal information under our control
• Consent: We obtain consent for collection, use, and disclosure of personal information
• Limited Collection: We collect only information necessary for identified purposes
• Limited Use & Disclosure: Information is used only for stated purposes
• Accuracy: We maintain accurate and up-to-date information
• Safeguards: Appropriate security measures protect personal information
• Openness: Our policies and practices are transparent
• Individual Access: You can access and correct your personal information
• Challenging Compliance: You can challenge our compliance with these principles

Your Privacy Rights

Under Canadian privacy law, you have the right to:

• Access: Request copies of your personal information we hold
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Objection: Object to processing of your personal information
• Data Portability: Receive your data in a structured, commonly used format
• Withdraw Consent: Withdraw consent for marketing communications at any time
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada

Data Security Measures

We protect your information through:

• Encrypted data transmission and storage
• Secure payment processing through PCI-DSS compliant providers
• Limited employee access to personal information on a need-to-know basis
• Regular security audits and system updates
• Physical security measures for paper records
• Secure backup and disaster recovery procedures

Data Retention

We retain personal information for:

• Active Members: Duration of membership plus 7 years for financial records
• Inactive Members: 3 years after last activity (except financial records)
• Health & Waiver Information: 10 years as required by law
• Marketing Data: Until consent is withdrawn or data becomes obsolete

Third-Party Disclosure

We may share your information with:

• Payment processors for billing purposes
• Email and communication service providers
• Scheduling and booking system providers
• Legal authorities when required by law
• Emergency medical personnel in case of medical emergencies

All third parties are contractually obligated to protect your data and use it only for specified purposes.

Cookies & Website Tracking

Our website uses cookies to:

• Remember your preferences and login information
• Analyze website traffic and user behavior
• Improve user experience and website functionality
• Deliver relevant content and advertisements

You can control cookie preferences through your browser settings.

Privacy Questions & Requests

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to submit a privacy-related request, please contact us:

Office of the Privacy Commissioner

If you believe we have not adequately addressed your privacy concerns, you may file a complaint with:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca